You can use the Search invoices to pay selection in the Search function to pay invoices individually or in groups.
Choose the invoice to pay from the list of search results and click on the Payment button above the list. This will open the Payment page.
More information on paying several invoices at once is available here.
General information about payment
The payment information, including the accounts to and from which the payment will be made, is displayed in the top left section of the page.The invoice’s basic information and any additional information and notes are displayed in the right-most window.Information on payment transactions is listed in the Payment transactions section.Information on invoice actions such as Verification and Approval are displayed, along with any related additional information, in the Invoice transaction information section.
Clicking on the Pay button will queue the invoice for payment. You can change the total sum and payment date if necessary.In order to pay invoices, your company must have a minimum of one payment account and a banking code for the account specified in the program.If several bank accounts have been specified for the company, you can select the bank account used to pay the invoice from the options in the drop-down list. The list shows the account numbers and the balances and dates of the latest bank statements for each bank account.The payment account is saved on the payment transaction row.The Pay function changes the invoice status to Payment queued.The supplier’s account number can be a domestic account number in the old format or an IBAN account number beginning with the letters FI.
The payment date is the date on which the payment data is transferred to the bank. If the invoice’s payment date is in the future, the invoice will remain in the Payment queued status until 5:30 a.m. on the payment date, when the payment data will be transferred to the bank. If the invoice’s payment date is the current date, the payment transaction will be transferred to the bank at either 10.00 am, 12.00 pm, 2.00 pm, 4.15 pm or 5.08 pm, depending on when the invoice was queued for payment. If the payment was queued after the 5.08 p.m. transfer batch run, the payment transaction is transferred to the bank in the early hours of the following day. If the payment date is in the distant future, the system will notify you of this when the payment is queued, but you are nevertheless free to proceed with the payment. If the payment date is in the past, the payment transaction will be transferred to the bank in the next transfer batch run.
More information on payment schedules is available here.
The user must have full rights to Payment transactions in order to be able to queue invoices for payment. The payment of invoices before approval can be prevented in Company info > Usage settings.
You can use the Mark as paid elsewhere button to mark an invoice as paid, for example, if it has been paid in cash or has not been automatically marked as paid on the basis of the electronic bank statement. Before marking an invoice as paid, you must remember to enter the invoice’s actual payment date in the Payment date field and the sum paid in the Payment amount field.
The payment date may not be in a closed fiscal year or fiscal period.The Mark as paid elsewhere function does not make accounting entries; it changes the invoice status to Marked paid, which removes the invoice from the list of open invoices.Any accounting entries required must be made using a journal.
In order to be able to use the Mark as paid elsewhere function to mark an invoice as paid, a user must have all rights to the Marked paid function and at least viewing rights to Payment.
The drop-down list opened by the Invoice button contains the options Invoice, Accounting, Dimensions, Payment, Preview, and Attachments. By selecting the Invoice option, you can study the invoice view. The Accounting option takes you to the accounting page and the Dimensions option allows you to define dimensions. In addition, you can view the invoice with the Preview option, or its attachments in HTML or PDF format by selecting the Attachments option.
The Invoice image button opens the options Show image on right, Show image at bottom and Don’t show image. The button defines whether the invoice is shown at the bottom, on the right, or not at all. The setting is user-specific and is stored in the browser. The default option is Don’t show image. In addition, the image is not shown in all receipts with the exception of journals. You can scroll the image with the scroll bars or the mouse. The image has plus, minus and default buttons for zooming. If the file is in PDF format, only the first page is shown.
If the list of search results includes several invoices to be paid, the Next button on the Payment page will take you to the next invoice, while the Previous button will return you to the previous one.
In the Payment method field, select either Foreign payment (LUM2), SEPA credit transfer (C2B), SEPA express payment (C2B) or Foreign payment (C2B).All of the above-mentioned payment methods can be activated from Management > Company info > Bank account information. Salaries should be paid as SEPA payments.
- Bank transfer (LMP) is a domestic payment method used before the adoption of SEPA.
Express payment (LMP) is a domestic express payment method used before the adoption of SEPA.
Foreign payment (LMP) is an international invoice payment method used before the adoption of SEPA.
- SEPA credit transfer (C2B) is a bank transfer conducted in euros within the SEPA zone (the EU + some other countries), which uses IBAN account numbers and BIC codes.The payment material is delivered to the bank using the new C2B XML data format, which has replaced LMP payments.
- SEPA express payments (C2B) are like SEPA credit transfers, only debited more quickly.The usage of these standards differs between Finnish banks, particularly in the case of international payments.
- Foreign payment (C2B) is an XML format payment that is not an SEPA credit transfer, i.e. the payment is not in euros and/or is made to outside the SEPA zone.
If you pay more than the sum on the invoice (e.g. penal interest has been added), clicking on the Pay button will display the difference between the invoice sum and paid sum as a negative figure highlighted in red in the Payment field.
You can enter an 80-character message to the recipient in the Message field if you pay the invoice without using the bank reference code. It the purchase invoice contains an entry in the Order reference field, it is displayed in the Message field. The information in the Message field is saved on the payment transaction row.
By clicking on the Remove payment transaction button, you can delete a Payment sent to bank transaction from the invoice. This button is available half-way down the left-hand side of the Payment page if the last transaction on the invoice is Payment sent to bank.
You can cancel the payment of the invoice by clicking on the Cancel payment button.This button is available half-way down the left-hand side of the Payment page if the invoice is awaiting transfer to the bank with a status of Payment queued.
Read more on cancelling payment here.
The Payments button after the bank account number opens a window, which shows a list of all bank account transactions that are not yet included on the bank statement. The list shows the number and total sum of payments sorted by date.
Note! Foreign payments do not include a bank reference code by which the invoice would automatically be allocated as paid. You can change the invoice status from Payment sent to bank to Paid from Payment transactions > Focus payments. Foreign payments cannot be paid as express payments.
Before activating a Foreign payment, you must have a valid banking authorisation for foreign payments.The authorisation is in order if the “Outgoing foreign payment” item on the banking authorisation form delivered to the bank is ticked.You can download the banking authorisation form here.You must also have specified at least one payment account for your company for foreign payments to be possible.
Verify the payment details and correct them if necessary.This information will be retrieved from the invoice if it has been specified there.If Foreign payment has been selected as the payment method during the invoice’s creation, the SWIFT (BIC) code may have been entered at that stage.
For foreign payments, you can choose whether the payer and recipient will each pay their share of the service fees charged by the bank, or whether the payer will pay the expenses of both parties. Note! The Federation of Finnish Financial Services recommends sharing the service fees of Foreign payments between the payer and recipient.
Payment using an IBAN bank account
IBAN is an account number standard mostly used in European countries.When you make payments to countries that use the standard, you need the supplier’s account number in IBAN format and the bank’s SWIFT (BIC) code, as well as the recipient’s name and address.An account number in IBAN format is entered without spaces as a single string of characters.
Payment without an IBAN bank account
You can also pay invoices to countries that do not use IBAN.When making payments to such countries, you must ensure that the payment includes all information required to deliver it correctly. The required information varies by country and bank.
If you do not know the bank’s SWIFT (BIC) code, you can find it here. Not all countries, such as the United States, use SWIFT (BIC) codes.
You can enter 140 characters of free-form text in the Message field.If the purchase invoice’s Order reference field contains information, this will be displayed in the Message field.If the Order reference field is empty,the invoice date and Invoice sender's invoice number will be displayed in the Message field.The message can be viewed later on the invoice transaction row.You should always include some type of identifying information in the message, since this helps the recipient. In addition, if several payments with identical sums are made to the same recipient with the same (or no) message, the bank may think they are accidental double payments and reject them.
The payment information may not include special characters such as * ´ ` % < > & $ € [ ] @ ü ! ". The permitted special characters are / - ? : ( ) . , ' + and space.The system will automatically delete prohibited characters from the data sent to the bank.Characters not included in the Finnish alphabet are also not permitted.
If several bank accounts have been specified for the company, you can select the bank account used to pay the invoice from the options in the drop-down list. The list shows the account numbers and the balances and dates of the latest bank statements for each bank account.When choosing the account, you must take care to select an account with a valid banking authorisation for international payments.
The payment date must be the current date or in the future.If the payment date is far ahead in the future, the system will notify you of this, but you can still queue the invoice for payment if you wish.
You can edit the payment sum.Note! Invoices are paid in the currency saved on the invoice.You can only pay invoices whose currency is EUR from Tapiola Bank accounts.
Intermediary banks are occasionally used for foreign payments, such as payments to Russia. Therefore, once you have selected Foreign payment as the payment method, the New payment transaction section will include the fields Intermediary bank name and address and Intermediary bank BIC.Note! Entering these additional data items will cause the payment to be processed manually at the bank, so these fields should only be used when necessary.
Procountor then generates a payment transaction row from the debiting, with the payment amount shown in euros.
The user must have full rights to Payment transactions in order to be able to queue invoices for payment. The payment of invoices before approval can be prevented in Usage settings.
Read more on cancelling payment here.
Salary and wage payment
The Salary payment function is only intended for the payment of salaries in SEPA format. Salaries paid through this function are transferred to the recipients’ accounts on the banking day following the due date (international payments may take more than one banking day, depending on the processing time at the recipient’s bank).
You must specifically activate Salary payment at Management > Company info > Bank account information.The Salary payment function will become available once your bank has confirmed that your company’s bank account is ready for its use.The services available for each bank account are specified at Management > Company info > Bank account information.Note! Before selecting any payment service options, you must confirm that their use has been agreed on with your bank.
For a user to be able to pay salaries, he or she must have full user rights to Payment and Salary payment and at least Viewing rights to Salaries.You must also have specified at least one payment account for your company.
For the payment to reach the recipient by the due date, the data must be sent well in advance. You can check payment schedules here.
Note! If the transaction has not been delivered to the bank on schedule, the bank will reject it.
More information on salaries and their payment is available here.
International salary payments in euros
You can also pay salaries in euros to foreign bank accounts (IBAN) through Procountor.
International salary payments can be made through the Salary payment view, as long as the recipient’s account number is in IBAN format, you know the receiving bank’s BIC code, and the salary is paid in euros.
If the salary is paid to outside the SEPA payment zone, it must be made as a Foreign payment.
Salaries cannot be paid in currencies other than the euro through Procountor.